Administrative Assistant L2

Job Title:

Program Coordinator / Administrative Assistant

Job Description

We are seeking a highly organized and proactive Program Coordinator / Administrative Assistant (contingent position) to support a Dealer Sustainability Program and Facilities team. This role advances sustainability initiatives, improves data tracking, and assists with critical agreement management processes. You will drive dealer outreach, manage program data, support reporting, and coordinate the preparation and processing of extension agreements for existing Letters of Intent (LOIs).

This position is ideal for someone who thrives in a dynamic, fast-paced environment and enjoys working with cross-functional teams.

Responsibilities

+ Drive dealer engagement and participation in the sustainability program through targeted outreach using email and phone communications.

+ Manage, validate, and track dealer-submitted data, including utility bills, scorecards, and compliance documentation to ensure accuracy and completeness.

+ Own program inbox management by responding to dealer and stakeholder inquiries, providing timely information, and escalating technical issues as needed.

+ Execute outreach campaigns to promote program participation and monitor engagement metrics and participation rates.

+ Prepare dealers for annual sustainability recognition by identifying data gaps, coordinating follow-up, and resolving discrepancies.

+ Maintain, analyze, and report on key program data, including energy usage, water consumption, and emissions metrics.

+ Develop reports, dashboards, and performance tracking tools to support business decisions and program management.

+ Monitor and report on key KPIs, including LOI lifecycle tracking and reduction of expired agreements.

+ Ensure data integrity and accuracy across CRM systems, internal databases, and data management platforms.

+ Support drafting, preparation, and processing of Letters of Intent (LOI) extensions and related agreement documentation.

+ Track LOI milestones, compliance status, and expiration timelines, and provide timely updates to stakeholders.

+ Compile and present data insights and program performance summaries for internal stakeholders and cross-functional teams.

+ Maintain accurate records in data management systems such as CRM, DDMS, or similar platforms.

+ Coordinate cross-functional meetings with internal teams, dealers, and external vendors, including scheduling and logistics.

+ Support vendor management activities and utility data acquisition processes to ensure reliable data collection.

+ Monitor vendor performance against service level agreements (SLAs) and data quality standards, and flag issues for resolution.

+ Identify and implement process improvements, workflow efficiencies, and program enhancements to strengthen operations.

+ Perform administrative support tasks such as organizing documentation, managing Outlook calendars and email, and maintaining program files.

+ Provide customer service support to internal and external stakeholders by addressing questions, clarifying requirements, and ensuring a positive experience.

+ Use Excel and other reporting tools to create, update, and maintain spreadsheets, reports, and tracking documents.

Essential Skills

+ Minimum of 3-5 years of relevant professional experience in administrative support, program coordination, or a similar role is preferred.

+ Bachelor's degree or an equivalent combination of education and relevant experience required.

+ Completion of a vocational training program may be substituted for up to 1 year of experience.

+ Strong reading, communication, math, and problem-solving skills to perform administrative support and program coordination work.

+ Strong attention to detail with a focus on accuracy, data integrity, and quality control.

+ Proven ability to manage multiple projects, competing priorities, and deadlines in a fast-paced environment.

+ Excellent written and verbal communication skills, including stakeholder engagement and outreach.

+ Proficiency in Microsoft Office Suite, particularly Excel, PowerPoint, and Outlook, including data tracking and reporting.

+ Ability to work independently with minimal supervision and collaboratively within cross-functional teams.

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Experience with administrative support tasks, including email management, scheduling, and documentation.

+ Customer service skills with the ability to respond professionally to inquiries and support stakeholders.

+ Experience using Excel for data analysis, reporting, and performance tracking.

Additional

Skills & Qualifications

+ Experience in program coordination, project support, or operations management.

+ Familiarity with sustainability programs, energy efficiency, ESG, or environmental initiatives.

+ Experience using CRM platforms, data tracking tools, or reporting systems.

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Experience with automotive, dealership, or facilities/construction industries.

+ Strong analytical skills with experience in data analysis, reporting, and performance metrics.

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Experience with data…